Privacy policy

Privacy policy
Summary of how we and the RFU use your data

Old Wimbledonian Warriors Rugby Football Club (also referred to as “the Club”, “we” or “us”) uses your personal data to manage and administer your membership, your involvement with our teams and participation in the Club, and to keep in contact with you for these purposes. Some data is shared with the RFU, who use your data to regulate, develop and manage the game.

Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.
Amongst the data we collect from you may be medical (including injury) information. We will hold this where you (or your parent) have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.

Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

What does this policy cover?

This policy describes how we will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.
It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.

What information do we collect?

We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:

  • your name;
  • your gender;
  • your date of birth,
  • your RFU ID (as assigned in GMS);
  • your home address, email address and phone number;
  • your passport and NI details, where we have to check your eligibility or ability to work for us;
  • your type of membership and involvement in particular teams, or any key role you may have been allocated;
  • your payment and/or bank account details, where you provide these to pay for membership;
  • your marketing preferences, including any consents you have given us;
  • your medical conditions or disability, where you provide this to us with your consent (or your parent’s consent) to ensure we are aware of any support we may need to provide to you.

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. For example, if you are a child, we may be given information about you by your parents.
We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take. We may also receive information from other third parties.

How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes to fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes, taking payments, communicating with you and providing and arranging the delivery or other provision of products, prizes or services.

We process this personal data to conduct our business and pursue our legitimate interests, in particular:

  • we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;
  • we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;
  • we may choose to send you promotional materials and offers by post or by phone, or by email where we want to send you offers relating to similar products and services that you have already bought;
  • we use data of some individuals to invite them to take part in market research.

Where you give us consent:

  • we will send you direct marketing or promotional material by email;
  • we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;
  • on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.

For purposes which are required by law:

  • we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;
  • we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.
  • where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;
  • we may respond to requests by government or law enforcement authorities conducting an investigation.

How does the RFU use any of my information?

The RFU provides GMS, but make its own use of the following information:

  • your name;
  • your gender;
  • your date of birth;
  • your RFU ID (as assigned in GMS);
  • your home address, email address and phone number;
  • your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated.

The RFU uses this information as follows:

As required by the RFU to conduct its business and pursue its legitimate interests, in particular:

  • communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;
  • administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;
  • maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;
  • monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;
  • maintaining statistics and conducting analysis on the make-up of rugby’s participants;
  • ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and
  • communicating with you to ask for your opinion on RFU initiatives.

For purposes which are required by law:

  • The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.
  • The RFU may respond to requests by government or law enforcement authorities conducting an investigation.
  • Withdrawing consent or otherwise objecting to direct marketing

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.

Who will we share this data with, where and when?

In addition to sharing data with the RFU, we will share you data with: Pitch Hero Limited to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.

Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on our behalf for the purposes identified above. Such third parties include the RFU as the provider of GMS and Pitch Hero Limited as he provider of the Pitchero membership system.

Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor's Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

What rights do I have?

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.
How do I get in touch with you or the RFU?

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, or would like to opt out of direct marketing, you can get in touch by writing to Memberships Secretary, Old Wimbledonian Warriors RFC, 143 Coombe Lane, Raynes Park, SW20 0QX.

If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.

How long will you retain my data?

We process the majority of your data for as long as you are an active member and for up to six years after this.

Where we process personal data for marketing purposes or with your consent, we process the data for up to six years unless you ask us to stop, when we will only process the data for a short period after this (to allow us to implement your requests). We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for six years from your last interaction with us.

We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.

Data policy


Data Protection Policy

  1. Old Wimbledonian Warriors RFC are committed to ensure our members rights are protected as per the Data Protection Act 1998.
  2. We will protect members’ personal data and only be used as per the below :We commit to the following;
  3. Meet our legal obligations as laid down by the Data Protection Act 1998
  4. Ensure that data is collected and used fairly and lawfully
  5. Process personal data only to meet our operational needs or fulfill legal requirements
  6. Take steps to ensure that personal data is up to date and accurate
  7. Establish appropriate retention periods for personal data
  8. Ensure that data subjects' rights can be appropriately exercised
  9. Provide adequate security measures to protect personal data
  10. Ensure that a nominated officer is responsible for data protection compliance and provides a point of contact for all data protection issues
  11. Ensure that all club officers are made aware of good practice in data protection
  12. Provide adequate training for all staff responsible for personal data
  13. Ensure that everyone handling personal data knows where to find further guidance
  14. Ensure that queries about data protection, internal and external to the organisation, are dealt with effectively and promptly
  15. Regularly review data protection procedures and guidelines within the club
  16. How Old Wimbledonian Warriors will meet those objectives :
  17. All personal data held by the club, be it in paper or electronic form, will only be handled by the relevant person (ie. The age group Manager, Membership secretary, GMS administrators). For Minis and Juniors, this will be subject to continual review.
  18. For Minis and Juniors, vetted volunteers will, in absence of manager or head coach, carry a list of players for safety/medical reasons.
  19. Only age group managers, membership secretaries and GMS admin have access to personal data.
  20. The data held is solely used for the purpose of registering the players with the RFU and ensuring the safety of the players. See website for the Membership form details of what data is required.
  21. The Minis and Juniors Registration form will be shredded at the end of each season, as per RFU’s guidance. When practicable details will be kept on database for a maximum 3 years. Seniors Registration forms will be handled per the RFU guidelines.
  22. No Players personal data to be held on any website, other than contact details of relevant club officials.
  23. Seniors data is available to committee members for use as described in the policy.
  24. Volunteers must be vetted by the Data Protection Officer if their role requires or consequently gives them access to personal data.
  25. Further information on how to ensure data is handled correctly is available on www.ico.gov.uk
  26. Anyone found infringing those principles will be excluded from the club and the relevant authorities involved, should the need arise.
  27. This policy shall be reviewed every three years or whenever the law changes, whichever is the longest.


Personal data shall be processed fairly and lawfully

  1. Personal data shall be obtained for one or more specified and lawful purposes, and shall not be further processed in any manner incompatible with that/those purpose(s)
  2. Personal data shall be adequate, relevant and not excessive in relation to the purpose for which they are processed
  3. Personal data shall be accurate and, where necessary, kept up to date
  4. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose
  5. Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998
  6. Appropriate technical and organisational measures shall be taken against unauthorised and unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data
  7. Personal data shall not be transferred to a country or territory outside the European Economic Area.

Terms and Conditions


Old Wimbledonian Warriors (the Warriors) is the junior section of the Old Wimbledonians RFC (OWRFC). OWRFC has a long and very successful playing tradition that dates back to the 1920’s and the excellent facilities at the Coombe Lane ground offer the space and clubhouse for children and parents to really get the most enjoyment from their rugby.

During the early 1990’s the Old Wimbledonians had a purple patch of success both on and off the field of play. Promoted twice in subsequent seasons and unbeaten in league and merit table, this period culminated in OW’s 1st XV becoming the most successful team across all of the Courage leagues for the season 92/93. A number of the coaches were lucky enough to have been a part of that success and who knows perhaps the Warriors of today will produce another all-conquering team in the years to come.

Although we are keen to be competitive and it is great to win, as a club we believe that the most important thing about rugby and sport in general is that it is fun. Our intention is to create a positive and enjoyable, team focused environment within which all players can grow personally and develop the skills to be the best team players they can be. This in turn will enable us to be competitive but with a smile on our face and the ability to lose gracefully when necessary. (Hopefully not too often!!)

The Warriors section is run by volunteers, all of whom have been DBS checked and approved and most are RFU qualified coaches and referees.

The code of conduct set out the values and behaviour that we as a club aspire to, these are:


Remember there is no 'I' in the word rugby
Being a good team player is essential to rugby success
You cannot do it alone
Everyone has a part to play
There is a position for everyone!


The officials, your opponents, coaches and teammates
Treat all as you would expect/like to be treated yourself
This code of respect forms the basis of our sport


To have FUN is the reason we play
Many teammates will become lifelong friends
Learn to value losing especially when you do your best
Understand that training leads to development, leads to more enjoyment


The vital ingredient that separates the good from the great players
Do what needs to be done, when it needs to be done
Always train hard and play hard
Discipline underpins the game of rugby


To win with grace is easy, to lose with grace is much harder
There is always tomorrow and always another chance
Sportsmanship takes courage and maturity
It will earn respect and is the foundation upon which rugby was built


Be brave and bold and rise to every challenge
Stand up and be counted especially when the going gets tough
Every Player has the courage within to overcome their fears and be a Warrior!
Warriors never give up!

Training sessions

The season runs from September through to the end of April each year with training sessions each Sunday excluding those days that fall over a public holiday. Training sessions are organised over two shifts; 9.30 to 11:30 and 11:30 to 13:30 unless otherwise advised by the Coaches/Team managers. Occasionally, extreme bad weather will result in the younger players’ session concluding earlier if the players are too cold or wet to play on. Please make sure that you are nearby to collect your child promptly at the end of the session.


Registration and payment of subscriptions is organised via the Warriors online system Webcollect ( www.webcollect.org.uk/).

The following rules apply to player eligibility:

Trialists can only train for the Club for a couple of weeks (non representative rugby), provided we have their details on Webcollect
No player should train without first completing basic registration on Webcollect
Bursaries are effectively having their fees paid for them
No player should be permitted to play in festivals/on Tour without having first registered with the Club and the RFU
No player should be permitted to play in league/cup fixtures without having first registered with the Club and the RFU
Guests can also train (only) with the Club subject to the above conditions.

Upon registration of your child with the Warriors via Webcollect player information is held. The registration process contains a consent clause for us to allow Coaches/Team Managers and Warriors Committee Members (The Management Team), access to that information. The information requested via Webcollect includes any disability that your child may have which the Coaches and our qualified First Aiders should be made aware of e.g. asthma and medication that they should have with them at the training sessions/matches e.g. inhalers.


Please do not use cameras, camcorders or similar items at training sessions or matches and please ask your guests not to do so either.

We may wish to take official photographs of activities that involve your child and video images during training sessions, social events at the Club and at fixtures/festivals. We would like to be able to use these images on the Club website, on the Warriors’ promotional materials, Club newsletters, Club emails and possibly in the media e.g. newspaper articles. Names will not be used with any published photos. We ask you to give your consent upon registration in Webcollect allowing us to publish pictures of your children for these purposes. If you do not wish us to use such photographs of your child, please indicate that you do not give your consent in Webcollect.

Subscriptions and Sponsorship

The Club’s objective is for the Warriors to be self-funding, not to make a profit for the Club. The principal sources of funding are membership subscriptions and sponsorship.

The membership subscription for the Warriors are collected on an annual basis via Webcollect at the beginning of each season. This covers practice and matches through to the end of the season in April. We also offer a family subscription that offer discounts for siblings. Discretionary bursaries are available and to apply please contact the Club Secretary or Treasurer.


We aim to keep all parents/guardians well informed and in the majority of cases this is most effectively done by email.
Please assist us by ensuring that your details are kept up to date. Information in Webcollect is held by family group allowing multiple email addresses per group.

We are always looking for experienced coaches or staff members that can help us make the Old Wimbledonian Warriors a success. Don’t be shy, let us know if you would like to be more involved.

Equipment, Kit & Safety

All training equipment will be provided. Players are required to wear Warriors kit for festivals, league and friendly matches. Kit is available from the Club shop which is open each Sunday during the season.

We strongly recommend players wear studded boots, as these will enable your child to keep their footing in damp conditions. It is important studs comply with the British Kite regulations. These studs may be obtained from most quality sports shops but are different to the standard plastic ones fitted to most football boots. Please check studs regularly to ensure that they have not become sharp or that any are missing.

We recommend that players of all ages consider wearing a properly fitted gum shield. It is compulsory for players in the U9 age group and above to wear a gum shield.

Protective padding and head guards may be worn but only if they have an World Rugby approved label.

Please supply any medication that may be required by your child during training and matches and please let the Coaches know if your child has a requirement to take medication.

Please also ensure that during the cold winter months, players come warmly dressed with enough layers to keep them warm and a waterproof top for when it is wet.

We cannot guarantee that drinks will be available at all training sessions and matches so please ensure that all players come with their own water bottle and a snack for the break half way through each session.


Insurance cover for Old Wimbledonian Warriors is arranged by the RFU. Details of the cover for players can be found on the RFU website www.rfu.com in Community Rugby under Club Management. http://www.community-rugby.com/communityrugby/index.cfm/Fuseaction/Home.Story/StoryTypeId/115/SectionId/1423/StoryId/16409.cfm.

Fixtures and selection

Throughout each season fixture list which will be published on the website.

We try to strike a balance between giving the opposition as a good a game as we can and trying to ensure everyone gets to play in matches during the season. Therefore, some people may play more games than others. We take into account attendance at practice, commitment and behaviour, as well as ability when making selections.

If you have any questions or concerns about selection, please feel free to speak to your Coach.

Transport to matches and bad weather

We ask parents to take their children to away fixtures and collect them afterwards. The club does not organise transport to and from matches.

Please do not assume that a game your child has been selected for is off because there has been bad weather. The ground may well be fit for play. The Coach or Team Manager will let you know if the game is called off.

Codes of Conduct

The club has a firm disciplinary policy covering players, parents and coaches.

In the event that someone misbehaves and disrupts training, or perhaps does something dangerous, we may ask them to sit out part of the training session. If this is necessary, the Coach involved will endeavour to explain what has happened to the relevant parent.


We welcome parents to training sessions and matches, and our strong preference is that you stay to watch at both. If you have to leave for some reason, please appoint another parent to be responsible for your child and notify the person taking the register and identify the parent who has agreed to be responsible for your child.

We appreciate it if children can arrive and be collected promptly. If you are going to be late picking your child up, please contact one of the Coaches or the Team Manager and let them know.

If you receive a message from the Coach that your child has been selected for a fixture, please confirm that you have received it and that your child is available. This means we can select someone else if your child is not available. There is a space for e-mail addresses on the membership form to ensure that we can keep in touch as quickly and simply as possible.

We very much value the support and input of parents and are keen for as many to be actively involved as possible. Parents who wish to assist with coaching, admin or perhaps play themselves are very welcome to join the Club.

An end-of-season players awards event for all ages and parents will be held in April each year.

Child Protection & Welfare

Children are the lifeblood of the game and it is crucial that they are cared for in the correct manner. Any player under the age of 18 is classed as a child and should be respected as such. The RFU Safeguarding Policy Guidance & Procedures sets out the key principles as well as providing best practice guidance. Everyone shares the responsibility for safeguarding and, therefore, this policy and guidance will be both relevant and useful for all those involved in creating safe environments in rugby union, whether as a parent, coach, spectator or club official.

In order to provide children with the best possible experiences and opportunities in rugby union, it is imperative that everyone operates within an accepted ethical framework and demonstrates exemplary behaviour. This not only ensures the game makes a positive contribution to the development of children, safeguards them and promotes their welfare but also protects all personnel from allegations of abuse or poor practice. Allegations of abuse or poor practice must be reported to the Warriors Child Welfare Officer. It is important when reporting an incident that the Club are informed as soon as possible in order to effectively manage any case or concern. The RFU utilises the Disclosure & Barring Service (DBS) to operate and manage a criminal record checking process for those working with children or vulnerable adults. A conviction or caution does not necessarily impede an individual’s future in the game; each situation is considered in relation to the individual circumstances. On all occasions the RFU and the Warriors consider the welfare of the child paramount.

Social events

Throughout each season the Warriors will hold a number of social events. Details of these events will be provided via the website and email. Help is always welcome with the organisation of social events, please contact the Warriors Social Secretary.

The Management Team

The Warriors are an unincorporated organisation run and owned by the members. The oversight of the club is managed by the Committee, all members of the committee are volunteers and are elected on a perpetual basis. Playing and training is managed by Coaches and Team Managers who are organised by age group.